Personal data protection in Spectris Energy

I have the honor to serve as the data protection officer (hereinafter also DPO) of Spectris Energy Ltd. and Spectris Energy Services Ltd. (hereinafter also Spectris). You may contact me on any matters related to the processing of personal data at Spectris, including if you wish to exercise one of your rights.

Below I am providing you with the most important information regarding the protection of personal data at Spectris.

Who is the Controller of your personal data?

The Controller of your personal data is Spectris Energy Ltd. or Spectris Energy Services Ltd. with their headquarters at Taneczna 18, 02-829 Warsaw.

Why do we need personal data?

Spectris identifies the purpose, the legal basis for processing, and the retention period of the data each time before we start processing activities. When we are bound by a contract, we process your personal data for the performance of the contract or for the purpose of entering the contract, and we will process the data for at least 6 years after its termination due to the requirements of tax law. We may also process your data due to legal requirements imposed on us by Polish or European law, e.g. if there is an accident at work at one of our facilities, we will process the personal data of the accident participants due to legal requirements in the area of health and safety at work, and we will process it for the period required by them. There are also times when we process your personal data in our legitimate interests, e.g. to ensure the security of persons and property on Spectris premises.

We will make every effort to ensure that you are informed about the purpose of the processing of your personal data, the legal basis for this processing, the data retention period and all other information required by the GDPR - fulfillment of the information obligation.

What matters does the Data Protection Officer deal with?

The Data Protection Officer has been appointed at Spectris pursuant to Article 37 of Regulation (EU) 2016/679 of the European Parliament and of the Council of April 27, 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data and repealing Directive 95/46/EC (General Data Protection Regulation), hereinafter referred to as the Regulation or RODO. The Data Protection Officer verifies the accuracy of the processing of personal data in the organization where he has been appointed. As part of his activities, he is also the point of contact for any reports related to possible irregularities in their processing. You can therefore turn to the DPO, for example, if you want to exercise one of your rights under the GDPR.

These rights, with the limitations indicated in the GDPR, relate in particular to:

the right of access to personal data,
the right to rectify personal data,
the right to erasure of personal data ("right to be forgotten"),
the right to restrict processing,
the right to portability of personal data,
the right to object to further processing
the right to object to automated decision-making, including profiling,
the right to notify the occurrence of a breach to the supervisory authority (www.uodo.gov.pl Stawki 2 Street, Warsaw)

What is the procedure for your request?

The request may be submitted through Spectris Employees and Advisors or directly to the Data Protection Officer. We will process it immediately and respond within one month. If the execution of your request takes more than a month, you will be informed of the extension of the deadline for responding in separate message. Such an extension is possible due to the complexity of the request or the number of requests submitted. If the request does not allow you to be identified, the Data Protection Officer will make a request to you to supplement it within one month of receipt of the request. If the request is submitted electronically, further correspondence will also be conducted in this form, if possible. In other cases, you will be informed about the processing of the application in writing, by registered letter with acknowledgment of receipt. Consideration of the request is free of charge. However, if the request is obviously unreasonable or frequently repeated, the Personal Data Administrator may:

impose a reasonable fee, considering the reasonable administrative costs of recognizing the request, communicating or carrying out the requested operations, or
refuse to recognize the request.

How to Contact the Data Protection Officer?

Electronically to the e-mail address: [email protected] or in writing to: Data Protection Inspector, 18 Taneczna St., 02-829 Warsaw.

What are the principles of personal data processing in Spectris?

For the sake of safety, respect and fulfillment of your rights at Spectris, your personal data is:

processed lawfully fairly and transparently,
collected for specific, explicit and legitimate purposes and not further processed in a manner incompatible with those purposes,
adequate, relevant and limited to what is necessary for the purposes, i.e. data minimization,
correct and updated as necessary,
kept in a form that allows identification of the data subject for no longer than necessary for the purposes for which the data are processed,
processed in a manner that ensures adequate security of personal data: protection against unauthorized or unlawful processing and accidental loss, destruction or damage by means of appropriate technical and organizational measures.

At Spectris, based on the risk assessment process, we have also implemented safeguards that minimize the likelihood of a personal data breach. The safeguards we have implemented cover both the area of personal security (e.g., we implement data protection training), physical security (e.g., we store documentation in supervised premises and additionally place them in locked cabinets) and ICT security (e.g., we encrypt the hard drives of our computers).

Will we transfer your data?

As part of the processing activities carried out, your personal data may be transferred to our trusted partners. Recipients of your personal data may include:

providers of IT systems and services with which the Administrator cooperates,
companies providing security services for our facilities,
external consulting companies,
companies providing delivery services,
entities related to Spectris Energy legally, economically, personally, in particular those understood under Polish and EU law,
other authorized entities upon their documented request.

Your personal data may also be transferred internally within the Spectris Group, where processing is carried out for internal administrative purposes on the basis of legitimate interest.

Data transfer outside the European Economic Area and profiling

As a rule, your personal data will not be transferred outside the European Economic Area and no profiling will take place on the basis of your data.

If you do not find an answer to your questions in this information, please contact me through the indicated e-mail address: [email protected]